Background

PATH is currently recruiting for a Finance and Administration Officer to support MACEPA's malaria portfolio in CAR. The successful applicant will report to the Senior Technical Program Manager and collaborate closely with the global MACEPA project team. The Finance and Administration O fficer will support the MACEPA project's financial planning and oversight, oversight of agreement development and implementation, management of local distribution of funds, and coordination of hiring local staff.

Responsibilities:

MACEPA Budgeting, Financial Management, Payment Support

• Develop, manage, and monitor assigned budgets (annual project budgets) in collaboration with the Technical Program Manager and global headquarters office.
• Process transactions in compliance with PATH and donor guidelines.
• Prepare forms and receipts for payments (ex. consultant payment) and reimbursements (ex. travel or personal) for approval.
• Process payroll for staff in CAR .
• F ile returns (including withholding tax and income tax, social security), and timely file monthly, quarterly, and annual returns where applicable.
• Ensure accounting data is accurat e and complete and documents are filed accordingly.
• Compile monthly field office financial reports in partnership with the Senior Technical Program Manager
• Provide financial guidance to partner organizations to ensure consistent, effective, and efficient donor compliance.
• Contribute to internal PATH project financial reporting function.
• Assist with the disbursement of workshop allowances and other payments for MACEPA activities.
• Ensure that all invoices received from vendors are processed in an orderly manner and duly supported by proper documentation.
• Liaise with international accounting team to ensure that expenses recurring in nature are processed and paid in time e.g., telephone, internet, training.
• Reconcile advances against actual expenditures.
• Provide logistical support for meetings, trainings , and supervision activities.
• Help distribute financial reports and invoices to internal and external customers.
• Review expense reports to ensure compliance with donor & PATH guidelines.
• Ensure timely reporting of project costs.
• Ensure budgets are aligned with project work plans in partnership with Technical Program Manager and global team.
• S/he Liaise with local accounting/legal firm(s) as required regarding auditing, office registration, and tax-exempt status; track annual registration renewals and tax requirements; and maintain office registration and required employment documentation.

MACEPA Agreements and Procurement

• Conduct pre-qualification reviews and selection of potential sub-contractors/grantees and vendors to ensure value for money and compliance with donor requirements
• Ensure compliance with all agreements and contracting mechanisms with local and PATH regulations.
• Develop consultant contracts, agreements, and work orders, including scopes of work, deliverables, and payment schedules, to ensure appropriate competitive processes and compliance with local and PATH policies and guidelines.
• Monitor and manage assigned consultant contracts, work orders, and sub agreements, and initiate payment requests.
• Process procurements and ensure that all the procurement documents from PRF to LPOs for meetings, workshops, accommodation and other supplies as requested by the technical team are processed on time.
• Provide quality control for all procurement documentation.

Operationalization

• Support office start-up in CAR in partnership with the Senior Technical Program Manager, R egional Africa office teams, and CAR operations stakeholder group, including location of a coworking space.
• Work closely with the global team to ensure operations are aligned and key concerns are addressed.
• Partner with regional PADMs to ensure admin and finance needs for country operations start-up are addressed.
• Act as PATH CAR Security point person and be specifically responsible for office security.
• Responsible for management of project office and equipment ensuring inventory is done annually.
• Ensure routine maintenance of the office and coordinate with the landlord for major maintenance or work with partner where its sub-lease/sharing location
• Ensure PATH's registration in-country is up to date and in compliance with local legal requirements.
• Act as Point person for Audits (Internal or External) and oversee internal audit findings, responses, and corrective action implementation.
• Oversee adherence to PATH's global and local travel policies for CAR staff and, design, implement, and maintain project office-specific travel policies that complement the global policies.

Required Skills and Experience :

• Bachelor's degree or higher in business administration, finance, accounting, or other relevant discipline or equivalent experience.
• Minimum seven years of experience in managing finance, procurement, contracts, construction, logistics , and/or human resource related matters for development activities of similar dollar value.
• Demonstrated experience managing project budgets.
• Excellent interpersonal and diplomatic skills with ability to interact with diverse colleagues and partners, including with government representatives.
• Excellent organization, attention to detail, coordination, and collaborative skills.
• Excellent oral and written English communication skills required .

• Develop, manage, and monitor assigned budgets (annual project budgets) in collaboration with the Technical Program Manager and global headquarters office.
• Process transactions in compliance with PATH and donor guidelines.
• Prepare forms and receipts for payments (ex. consultant payment) and reimbursements (ex. travel or personal) for approval.
• Process payroll for staff in CAR .
• F ile returns (including withholding tax and income tax, social security), and timely file monthly, quarterly, and annual returns where applicable.
• Ensure accounting data is accurat e and complete and documents are filed accordingly.
• Compile monthly field office financial reports in partnership with the Senior Technical Program Manager
• Provide financial guidance to partner organizations to ensure consistent, effective, and efficient donor compliance.
• Contribute to internal PATH project financial reporting function.
• Assist with the disbursement of workshop allowances and other payments for MACEPA activities.
• Ensure that all invoices received from vendors are processed in an orderly manner and duly supported by proper documentation.
• Liaise with international accounting team to ensure that expenses recurring in nature are processed and paid in time e.g., telephone, internet, training.
• Reconcile advances against actual expenditures.
• Provide logistical support for meetings, trainings , and supervision activities.
• Help distribute financial reports and invoices to internal and external customers.
• Review expense reports to ensure compliance with donor & PATH guidelines.
• Ensure timely reporting of project costs.
• Ensure budgets are aligned with project work plans in partnership with Technical Program Manager and global team.
• S/he Liaise with local accounting/legal firm(s) as required regarding auditing, office registration, and tax-exempt status; track annual registration renewals and tax requirements; and maintain office registration and required employment documentation.
• Conduct pre-qualification reviews and selection of potential sub-contractors/grantees and vendors to ensure value for money and compliance with donor requirements
• Ensure compliance with all agreements and contracting mechanisms with local and PATH regulations.
• Develop consultant contracts, agreements, and work orders, including scopes of work, deliverables, and payment schedules, to ensure appropriate competitive processes and compliance with local and PATH policies and guidelines.
• Monitor and manage assigned consultant contracts, work orders, and sub agreements, and initiate payment requests.
• Process procurements and ensure that all the procurement documents from PRF to LPOs for meetings, workshops, accommodation and other supplies as requested by the technical team are processed on time.
• Provide quality control for all procurement documentation.
• Support office start-up in CAR in partnership with the Senior Technical Program Manager, R egional Africa office teams, and CAR operations stakeholder group, including location of a coworking space.
• Work closely with the global team to ensure operations are aligned and key concerns are addressed.
• Partner with regional PADMs to ensure admin and finance needs for country operations start-up are addressed.
• Act as PATH CAR Security point person and be specifically responsible for office security.
• Responsible for management of project office and equipment ensuring inventory is done annually.
• Ensure routine maintenance of the office and coordinate with the landlord for major maintenance or work with partner where its sub-lease/sharing location
• Ensure PATH's registration in-country is up to date and in compliance with local legal requirements.
• Act as Point person for Audits (Internal or External) and oversee internal audit findings, responses, and corrective action implementation.
• Oversee adherence to PATH's global and local travel policies for CAR staff and, design, implement, and maintain project office-specific travel policies that complement the global policies.

• Excellent interpersonal and diplomatic skills with ability to interact with diverse colleagues and partners, including with government representatives.
• Excellent organization, attention to detail, coordination, and collaborative skills.
• Excellent oral and written English communication skills required .

• Bachelor's degree or higher in business administration, finance, accounting, or other relevant discipline or equivalent experience.